Administrative Information
The University (referred to as the pass-through entity [PTE] below) must ensure that every subaward agreement is clearly identified to the subrecipient as a subaward and includes complete information at the time of the subaward. Information is collected using the listed FDP templates, which address the requirements described below.
– FDP Cost Reimbursement Subaward
– FDP Foreign Cost Reimbursement Subaward
Federal Award Identification
At the time of award, the grant coordinator completes the FDP Attachment 5 Form (page 9 of the FDP Subaward Agreement Template) and submits the completed forms to the appropriate research accountant.
The request includes the following required information:
- Subrecipient name and unique entity identifier (EIN, DUNS). The name must match with the unique entity identifier
- Federal Award Identification Number (FAIN)
- Date of award to the recipient by the federal agency
- Subaward period of performance with start and end date
- Amount of federal funds obligated by the action by the PTE to the subrecipient
- Total amount of federal funds obligated to the subrecipient by the PTE including the current obligation
- Total amount of federal funds committed to the subrecipient by the PTE
- Federal award project description, as required to be responsive to the Federal Funding Accountability and Transparency Act (FFATA)
- Name of the federal agency
- Catalog of Federal Domestic Assistance (CFDA) number and name
- Identification of whether or not the award is Research and Development (R&D)
The following documents must be provided with the Subaward Request Form to facilitate the processing of the subaward agreement:
- Subrecipient/Contractor Determination Checklist
- Subrecipient Commitment Form or Letter Of Intent
- Scope of Work – Final detailed description of the subrecipient’s specific role and scope within the project (to be incorporated in the subaward agreement)
- Budget and Budget Justification – Final detailed budget and narrative (to be incorporated in the subaward agreement)
- Current subrecipient negotiated Facilities and Administrative (F&A) Rate Agreement
- Subrecipient’s Conflict of Interest verification
- Subrecipient’s Regulatory Approval(s), if applicable
- After-the-fact sponsor approval, if applicable
- Prime Notice of Award
Terms and Conditions
The University passes through all the Terms and Conditions imposed by the prime award.
Additional Requirements
These are requirements imposed on the subrecipient in order for the PTE to meet its own responsibilities to the prime Sponsor including identification of any required financial and performance reports.
Approved Indirect Cost Rate Documentation from the Subrecipient
A copy of (or link to) the subrecipient F&A rate agreement must be received by the PTE. If no such rate exists, the de minimis indirect cost rate of 10% of MTDC may be used.
Appropriate Terms and Conditions for Closeout of the Subaward
The Subrecipient needs to submit no later than 60 days after the end date of the subaward (unless a shorter period is required per the subaward Terms and Conditions) a final invoice marked “FINAL” to ensure the PTE has a successful closeout the subaward and receive timely reimbursement from the prime award.
Last updated: 7/6/2021